HR Policy

Welcome to InfoEdge!! During this course, you will find out about the essential HR Policies that will help you navigate your way through basic questions you may have.

So strap into your seats and enjoy. You will have an opportunity to ask questions throughout the course. Please use this wisely. Once you have finished the course someone from our Infoduction team (email address: [email protected]) will get in touch with you to answer your questions.

Leave and Attendance Management

Work Hours & Late Coming (5 days working)

This applies to everyone at Info Edge who have a five-day working week.

The total number of working hours is 9 and the shift timing is as shared with you at the time of joining.

You have a flexibility to reach office up to 10 minutes from punch in-time of your shift.

If you punch in post 10 minutes of the shift start time, it would be considered as late, in case you have punched in 1 hour or more later than your shift start time, then it would be considered as first half absent

You should clock in a minimum of 4.5 hours for you to be marked half day present and 7 hours for an early leaving.

It is mandatory to mark in and out attendance regularly through the respective modes of attendance

Prior permission should be taken from your manager for leaving early or on a half day.

Upon being late on more than three different occasions in one month, a half day leave will be deducted. Followed by a half day leave for all subsequent blocks of three late arrivals.

Example:

If your Shift timing is 9.30 AM. to 6.30 PM

You are permitted to report to office by 9.40 AM.

If your in-time is between 9.41 AM to 10.30 AM, it will be considered as late.

In case your in-time is beyond 10.31 AM then you will be marked absent for the first half of the day.

In order to take first half off you should report to work latest by 2:00 PM. and to take the second half off, leave office any time after 2:00 PM.

Reaching office by 9.30 AM and leaving anytime between 4.30 PM to 6.29 PM will be considered as early leaving

Note: Serious action would be taken if an associate is habitually late.

Work Hours & Late Coming (6 days working)

This applies to everyone at Info Edge who have a Six-day working week.

The total number of working hours is 8.5 and the shift timing is as shared with you at the time of joining.

You have a flexibility to reach office up to 10 minutes from punch in-time of your shift.

If you punch in post 10 minutes of the shift start time, it would be considered as late, in case you have punched in 1 hour or more later than your shift start time, then it would be considered as first half absent

You should clock in a minimum of 4 hours for you to be marked half day present and6.5 hours for an early leaving.

It is mandatory to mark in and out attendance regularly through the respective modes of attendance

Prior permission should be taken from your manager for leaving early or on a half day.

Upon being late on more than three different occasions in one month, a half day leave will be deducted. Followed by a half day leave for all subsequent blocks of three late arrivals.

Example:

If your Shift timing is 9.30 AM to 6.00 PM

You are permitted to report to office by 9.40 AM

If your in-time is between 9.41 AM to 10.30 AM, it will be considered as late.

In case your in-time is beyond 10.31 AM then you will be marked absent for the first half of the day.

In order to take first half off you should report to work latest by 1:30 PM. and to take the second half off, leave office any time after 2:00 PM.

Reaching office by 9.30 AM and leaving anytime between 4.00 PM to 5.59 PM will be considered as early leaving

Note: Serious action would be taken if an associate is habitually late.

If your shift start time is 9:30 AM, what is the latest you should punch in your attendance by, to ensure you are not marked as late?

9:20

9:30

9:40

9:50

If I punch in only once, either morning or evening, what will my attendance for the day be marked as:

First Half Absent

Second Half Absent

Full day present

Full day absent

My shift timings are 9:30 AM to 6:00 PM. Yesterday I punched in at 9:45 AM and punched out at 4:45 PM. From the below options select the most appropriate outcomes.

It will neither be considered a late coming nor an early leaving

It will be considered a late coming

It will be considered as early leaving

It will be considered a late coming and early leaving

Flexi Shift

This applies to everyone at Info Edge who have a Flexi Shift.

If you are on flexi shift, you do not have a fixed punch-in and punch-out time

Your work hours are as follows: 9 hours for a full day, 4.5 hours for a half day and 7 hours for an early leaving

In this shift you are required to come to work as per the time agreed upon with your Manager

It is mandatory to mark in and out attendance regularly through the respective modes of attendance

Prior permission should be taken from your manager for leaving early or on a half day.

I forgot to punch out while leaving office. Chose a possible outcome of this situation

I will have to speak to my manager about it

I will have to speak to the HR team about it

I can get my attendance regularized on Iconnect

It will not make a difference to my attendance

I have a meeting to attend and the venue is quite far from work. By the time I leave the meeting my shift would have ended. My manager has asked me to go home directly after finishing the meeting. Select one of the below options

Since my manager has approved it I don't need to punch out

I can punch out the next day

I will have to punch out when I leave for the meeting and regularize that day's attendance

I should not punch in or out that day

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

The Leave Policy (5 days working)

Leaves will be worked out on the basis of the calendar year (Jan- Dec).

You are eligible for 21 leaves in a calendar year.

Leave balance is credited on a monthly basis. 21/12 = 1.75 days of leave shall be credited on the last date of each month or on pro-rata basis, depending on the number of days worked.

If you are on approved leave, any Saturday, Sunday or any holiday falling in between shall not be considered as part of the leave

If you are on Leave without Pay (LWP), leave balance shall not be credited for this duration

A minimum of 10 days leave out of the 21 days allowed, has to be compulsorily utilized in a calendar year. If not availed, these 10 days mandatory leave will lapse (e.g. If only eight days leave has been utilized then the balance two days shall be treated as leave lapse)

At the end of the calendar year, 7 leaves shall be compulsorily accumulated and carried forward into the next calendar year.

Any leave balance left shall been cashed and paid along with the January salary.

All Leave Encashment will be done on your basic salary. However, deductions in case of LWP will be done on full salary i.e., Basic +HRA + Conveyance + Special Allowance

The Leave Policy (6 days working)

Leaves will be worked out on the basis of the calendar year (Jan- Dec).

You are eligible for 34 leaves in a calendar year.

Leave balance is credited on a monthly basis. 34/12 = 2.83 days of leave shall be credited on the last date of each month or on pro-rata basis, depending on the number of days worked.

If you are on approved leave, any Saturday, Sunday or any holiday falling in between shall be considered as part of leave

If you are on Leave without Pay (LWP), leave balance shall not be credited for this duration

A minimum of 10 days leave out of the 34 days allowed, has to be compulsorily utilized in a calendar year. If not availed, these 10 days mandatory leave will lapse (e.g. If only eight days leave has been utilized then the balance two days shall be treated as leave lapse)

At the end of the calendar year, 10 leaves shall be compulsorily accumulated and carried forward into the next calendar year.

Any leave balance left shall been cashed and paid along with the January salary.

All Leave Encashment will be done on your basic salary. However, deductions in case of LWP will be done on full salary i.e., Basic +HRA + Conveyance + Special Allowance

When do my leaves get credited to my account?

On the last day of every month

On the first day of every month

Once every quarter

Additional Leave Policy

Birthday or Wedding leave

You can take a day off on eitheryour Birthday or your Wedding Anniversary. This Special Leave can only be availed on the date of Birthday or Wedding Anniversary that you have declared in the official company records. You will not be allowed to take a day off in lieu of working on a Sunday or any other officially announced holidays.

Future leave credit

There is a provision to avail advance leave of up-to a maximum of 5 days without being marked “Leave without Pay”. Leave balance, in this case, will show as negative and when the next leave credit happens, this negative balance will be adjusted against it.

In addition to the leave balance, there is a list of public holidays for the calendar year, state wise.

You can view this list by following this path: iconnect-->policies and documents-->guidelines-->holiday calendar-->download excel

"This year my birthday is on a Sunday which happens to be my week-off. I can take a leave on the following Monday and apply for a special leave on I-connect." Select if this statement is true or false.

True

False

I have taken an emergency leave for 7 days but my leave balance is only 3 days. I applied for leave using future credit. What will be my leave balance after my leave is approved?

0

-4

3

-5

On the company records my date of birth is 12th January, however my actual birthday is on 12th February. When can I apply for my special birthday leave?

12th February

I can't apply for special leave

12th January

Both 12th January and February

Choose if the below statements are true or false

I can take a special leave on both my birthday and my marraige anniversary

My date of birth on the company records is 21st June however, my birthday is actually on 30th June. I can avail a special birthday leave on both days

Compensatory leave (If Applicable)

Compensatory Leave can be taken only after working on your day off and clocking in full working hours for that day.

Taking leave before and adjusting that in the following days will not be taken into account and will be treated as a regular leave.

Compensatory Leave can be availed within a maximum of up to 2 months from the date of working, i.e. if you worked on 23rd September which was your day off, you can avail the comp off by 23rd October otherwise it will lapse.

No Compensatory Leave will be given for coming to office on Birthday/ Anniversary. Compensatory Leave cannot be taken for more than two consecutive days.

Compensatory Leave cannot be clubbed with any other leave type

PROCESS: You will have to work on your day off, Punch in and out for the number of hours in a full working day, only then will the compensatory off request be auto-generated and sent to your manager for approval. Once approved, the leave balance will reflect in system against which leave can be availed

I have 3 compensatory leave in my account. From the statements below select the one which is true.

I can take a leave on Monday, Tuesday and Wednesday and apply my 3 compensatory leave

I can take a leave on Monday and Tuesday and apply for 2 of my 3 compensatory leave

I can take a leave on Monday and apply for 1 of my 3 compensatory leave

I have my week-offs on 1st and 3rd Saturday. This month I want to take a compensatory leave on the 4th Saturday. What would I have to do? Choose from the below options.

Work on the 2nd Saturday so that I have a compensatory leave to avail by the 4th Saturday

Take a leave on 4th Saturday and work on the 2nd Saturday next month

Maternity & Paternity leave

Leave application process

You should have your leaves applied and approved on the HRIS system, IConnect.

Leave applications need to be approved as per the following guidelines:

Leaves up to 4 days must be approved by your Reporting Manager

Leaves for 5 days or more must be approved by your Functional Reporting Manager i.e. the SkipLevel Manager

As new joinees, you are allowed to avail leave during your probation period provided your reporting manager approves the leave. Prior approval is essential. If however, due to unavoidable circumstances like sudden ill health, prior approval has not been obtained, it will be essential for you to inform your manager of your inability to attend office within the first half of the day of absence.

At the time of leaving the organization, unutilized leaves will be encashed (on the basic salary) in the Full &Final Settlement.

Leave management process - IConnect

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

Attendance & Salary cycle

Your previous month's attendance is considered for your current month's salary

The payroll cutoff date is the 15th every month

All pending leaves and ARs of the previous month should be applied and approved on iconnect before the cutoff date

After the cut off date, all dates reflecting as “Absent” will be treated as LOP (Loss of Pay)

Your salary gets credited on the second last day of every month.

If you have joined post 18th of the month then your salary will be credited in the following month

Your salary gets credited to the Bank account number updated on iconnect or your receive a DD in case the bank account number is not updated.

Let’s take an example of three months January, February and March.

Your attendance record for January will impact your salary for February. If you have taken a leave on 12thJan, then this leave should be applied and approved on the HRIS portal (IConnect) by 15th of next month i.e February. Incase this is not done as per timeline, then the system will read 12th January as Absent and 1 day’s salary will be deducted from your salary for February.

The next payroll is for the month of March. To ensure zero deductions in March salary all leave and*attendance regularizations (ARs) for February should be applied and approved on the HRIS portal by 15th of March. In order to receive the reversal of 12th Jan, the leave application for this date should also be closed by 15th March.

If missed then 16thMarch onwards your access to January’s attendance will be closed and no further reversals will be possible.

*Incase of mispunches or On-duty (OD),attendance for a particular date can be corrected on the HRIS portal

I was on leave on 12th January and I applied for the leave on 13th January. Since my manager was on leave my leave was approved by him on 17th January. When will I get paid for this 1 day's leave.

Salary in January

Salary in March

Salary in February

I won't get paid for this day

Due to an emergency I have had to take leave from 7th January till 14th January. Till when do I have to apply for this leave on Iconnect

7th February

15th February

1st March

15th March

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

Q & A

If you have any questions about everything we have discussed so far, please ask.

You can write down your questions in the space below and someone from our team will get in touch with you.

Benefits

Group Medical Insurance

Basic policy details:

Self-coverage is available for work level 1 to 4B

For Work Level 5 & above: Coverage for Self + 3 family members

Definition of family:

Married: An associate can choose to cover self + 3 family members ( i.e. from spouse, children, mother & father or mother-in-law & father-in-law). Only one set of parents can be enrolled.

Unmarried: Only Parents

Group Medical Insurance - Important Highlights

Work Level 5 & above should enrol their dependents at the time of joining. You will receive an email with the details on how to enrol. Please do not ignore this mail

Nominations cannot be changed in the middle of the year. Only in case of marriage, spouse and in case of childbirth, the newborn can be enrolled in the middle of a financial year provided communication is sent to the HR team on time

Inform the concerned team 7 days prior for normal hospitalization and within 24 hours for emergency

24 hours of hospitalization is mandatory in order to claim the insurance

There is a 15% co-payment in case of any claims for dependent’s parents

Cashless Facility & Reimbursement facility

Cashless Facility:

If you avail treatment in a Hospitals which is tied up with the Insurance Company, there is no need to pay the bills and seek reimbursement.

You can approach the TPA desk at the hospital. They will verify the coverage and issue the authority letter to the network hospital.

TPA will arrange payment to the hospital and there is no need for you to make any payment unless it the bill amount exceeds the sum insured.

Reimbursement facility (hospitalization in a non-network hospital)

If you avail treatment in a hospital which are NOT tied up with the Insurance Company, then you will have to pay the bills and seek reimbursement.

You may get admitted as per the rules of the Hospital and make payments for the treatment taken and then submit all the documents in original, within 30 days of discharge, for reimbursement.

Flexi Benefits

The Flexi Policy provides flexible options within the medical insurance, enabling you to choose a need-based coverage and cover more dependents.

On choosing the above options, the premium will be deducted from your salary as one-time payroll deduction and this is non-refundable.

This coverage will be for the entire Financial Year

This flexibility is offered under the corporate plan; hence upon separation, the benefit will expire.

Point of contact for Group Medical Insurance

Mediclaim SPOC:

Deepti Kumari– 9711993474 (Human Resources)

Deepak Ojha – 09311986322 (Vipul Medcorp – TPA)

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

My last working day in the company is 3rd January, I am hospitalized on 4th January. Will i be able to avail the benefits of the group medical Insurance?

Yes

No

I can choose if I want to enroll for the medical insurance from Infoedge

True

False

What is the mandatory hospitalization time required for me to claim benefits of the medical insurance

No hospitalization required

48 Hours

24 Hours

1 month

Match the below members of your possible family to the corresponding nominee status

Mother

Eligible Nominee

Father

Eligible Nominee

Brother

Non-Eligible Nominee

Sister in Law

Non-Eligible Nominee

Mother In Law

Eligible Nominee

Son

Eligible Nominee

Grandmother

Non-Eligible Nominee

I was recently hospitalized and my hospital bills have amounted to Rs. 500,000/-. I am claiming part of it from my personal insurance. Can I claim the balance expense from our company’s insurance policy?

Yes

No

How will the extra premium for availing the flexi benefits be deducted from my salary?

Monthly premium

One time deduction

4 equal instalments deducted every quarter

Under which of the below circumstances can I change my name on the policy

Because I want to

In case I get married

On child birth

If I meet with an accident

I have opted to pay extra for the flexi benefits plan. Will I get a tax benefit for the extra premium paid?

Yes, you will get tax benefit

No, you won't get tax benefit

From the below options chose who all you can enroll on your medical insurance in the middle of the financial year

My Mother

My Father

My Spouse (In the event of my marraige)

My Mother in Law

My child (In the event of child birth)

My brother

Q & A

If you have any questions about everything we have discussed so far, please ask.

You can write down your questions in the space below and someone from our team will get in touch with you.

The compensation structure

How much of our salary is taxed

The components highlighted in pink are taxable, the ones highlighted in blue are "non-taxable", the ones highlighted in yellow ones are "non-taxable on submission of documents" and the ones highlighted in grey are "only part of your CTC" which means you won't get these in your monthly salary.

Tax calculations - Highlights

Taxable components: These components by default fall under the tax bracket

Non-Taxable components: These components by default don’t fall under the tax bracket

Non-Taxable on submission of receipt:

HRA (House Rent Allowance): If you are staying on rent, you can show proofs (Rent Receipts) and claim tax exemption for this component.

At the time of joining (for new joiners) and at the beginning of every Financial Year (for existing employees), an auto mailer is sent by the finance team, asking you for a declaration. This window remains active between the 1st -15th of every month, during this period you can log in and make changes to the declaration if required.

In case you choose not to declare, then tax will be adjusted on a monthly basis.

In case you have given a declaration then tax will be calculated at the end of the financial year, basis the documents submitted (will be specified by the payroll team).

Example: If your HRA as per your salary break up is Rs.48,000/year and you declare an investment (Eg. – LIC policy or personal medical insurance policy) of Rs.36,000/year, once you submit the required documents as per the guidelines at the end of the financial year, out of the Rs.48,000, tax will be exempted on Rs.36000 and tax will be deducted on the remaining Rs.12,000 and the total amount will be credited with you March salary.

LTA (Leave travel allowance): After your first salary is credited, you will receive a mail from the finance team giving you an option to choose to receive LTA with your in-hand salary every month or claim tax exemption at end of the financial year.

In case you choose to take it in-hand with your monthly salary, the amount will be credited with your salary, post tax deduction.

In case you want to claim tax exemption then you can submit the original train ticket/air ticket along with the claim form at the end of the financial year (for domestic travel only). The amount after tax calculation will get credited with your March salary. LTA Exemption is available only for 2 journeys performed in a block of 4 Calendar years. You can claim LTA reimbursement without any cap on the number of leave days' and regardless of Saturdays / Sundays / Holidays.

Note:

All the above-mentioned process has to be managed through the payroll portal “smart pay”

Within 3-4 days of onboarding, you will receive a mail from the finance team guiding you on “how to access the portal”

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

When can you declare your tax?

Anytime

Last day of the month

Between 1st and 15th of every month

Between 1st and 10th of every month

What is the name of the portal for all your salary related concerns

I-Connect

I-Learn

Smart Pay

Infoedge website

Q & A

If you have any questions about everything we have discussed so far, please ask.

You can write down your questions in the space below and someone from our team will get in touch with you.

Performance Appraisal at a glance

Appraisal Process Overview

Competencies

Which of the following are a part of our competency matrix

Collaboration & Team Work

Display of knowledge

People Leadership

Focus on Results

Goal Achievement

Communication

Our Rating Scale

Q & A

If you have any questions about everything we have discussed so far, please ask.

You can write down your questions in the space below and someone from our team will get in touch with you.

Other Benefits

Conveyance Reimbursement Policy

You are expected to use your own mode of transport as the preferred mode of conveyance while going for client & other meetings.

To initiate the claim process, “conveyance expense claim form” should be duly filled and approved by your reporting manager (Reporting manager should not be less than work level 8A. If your manager is less than work level 8A, then the form has to be signed by your skip level manager) before submitting it to the finance team to process payment.

If you are going on a call directly from home, the distance reimbursed will be - the distance between your home and the client’s meeting location OR office and client’s meeting location, whichever is shorter.

If you are returning home after making a field call at the end of the day, without returning to office, the distance back to office OR your residence whichever is shorter, will be reimbursed.

Conveyance should be claimed on a monthly basis.

Approval of the Business Head will be required for reimbursements of bills more than a month old.

Any deviation to cover exceptional cases should be approved by the CHRO/CFO.

Conveyance Limits for offices in India

Mobile Bill Reimbursement Policy

The reimbursement limit for mobile bills is up to Rs 600+ taxes at all work levels across India.

International calls for an official purpose will be reimbursed on actuals.

Reimbursement against cash cards is not permitted.

No reimbursements will be permitted for Late Fee, Value Added Services or other extra services unless approved specifically by Business Head.

The mobile bill should be in your name. Third-party connections will not be reimbursed.

Mobile bills should be claimed within two months from the date of billing. Claims for the period older than two months should be approved by the Business Head.

For claiming reimbursements, “cell phone expense claim form” should be duly filled and approved by the reporting manager (Reporting manager should not be less than work level 8A. If your manager is less than work level 8A, then the form has to be signed by your skip level manager) before submitting it to the finance team to process payment.

Any deviation to cover exceptional cases should be approved by the CHRO/CFO.

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

Select the steps you need to follow to claim reimbursement for your mobile bill

Fill up the mobile bill reimbursement form

Get it approved for your reporting manager who is at work level 8A

Get it approved for your skip level manager who is at work level 9B

My mobile bill last month was Rs. 900. The official calls made added up to Rs. 550, Rs. 50 for official test messages sent, Rs. 100 for late payment fees and Rs. 200 for personal calls. How much reimbursement am I entitled to?

Rs. 900

Rs. 700+taxes

Rs. 600+taxes

I won't be reimbursed as i have made personal calls.

Once I have submitted the reimbursement form, the claimed amount will be credited to my bank account along with my monthly salary

True

False

Other Benefits - Senior worklevel

Mobile handset policy

Eligibility:

WL 11 to 14 is Rs. 20,000/-

WL 15 and above is Rs. 50,000/-

The reimbursement invoice should be in the name of “ Infoedge India Limited” and should be approved by Head-IT infra

Refund on exit: In case of exit before the completion of 2 years, recovery happens on the depreciated value of the handset

Replacement of Mobile Handset: At the end of two years from the date of purchase, you can buy a new handset as per the current prevailing policy

All service/repair costs must be borne by you

Car policy

Eligibility: WL 12 & above

Eligibility Limits:

WL 12 & above up to 15 Lacs

WL 13 & above up to 20 Lacs

The amount mentioned is inclusive of cost of the car, initial insurance premium, registration charges, road tax and interest on loan etc.

All running expenses should be borne by you

The car will be transferred in your name after 3 years

For more information on this policy follow these instructions

To refer to the detailed policy, refer to our policy document on iconnect-->policies and documents-->policies--> Infoedge policy document

Q & A

If you have any questions about everything we have discussed so far, please ask.

You can write down your questions in the space below and someone from our team will get in touch with you.

Some more information to help you along

Refer your friends & earn!

We're looking for more brilliant minds like you

Whenever you help us hire someone you know, you get rewarded. Here is how the payout happens:

Once the new joinee completes 90 days in the company

Both you and the friend you referred should be active in the company 90 days after they joined

Refer your friends & earn! - Referral Amount

Policy on Prevention Of Sexual Harassment

Policy on Prevention Of Sexual Harassment

Infoedge is committed to providing a work environment that ensures every associate is treated with dignity and respect. We promote a work environment that is conducive to the professional growth and equal opportunity.

Info edge prohibits any form of Sexual Harassment, in the way associates behave with each other. This applies equally to relations between superior and subordinates as well as between peers.

Any incident of Sexual Harassment shall be viewed extremely seriously. A complaint or report of Sexual Harassment shall be immediately investigated and appropriate action shall be taken against the offending employee or employees.

An appropriate complaint mechanism in the form of “Internal Committee has been created in the Company for time-bound redressal of the complaint.

You can raise a concern by writing an email to our Internal committee at [email protected]